Contract and Operational Coordinator

Position Summary:

The Contract, and Operational Coordinator is a key cross-functional role responsible for managing contract lifecycles, supporting risk mitigation strategies, and ensuring operational efficiency across the organization. This role provides direct operational support to business units, enabling the smooth execution of strategic initiatives and ensuring compliance with both internal policies and external regulatory standards.

In addition, the Coordinator plays a pivotal role in transforming data into actionable insights that inform strategic decision-making. This includes developing presentation materials for various committees and the Senior Leadership Team, ensuring complex information is communicated clearly and effectively. The role also contributes to the development of business plans that support organizational growth and long-term sustainability, while providing support in both administrative and strategic tasks to ensure deliverables are completed accurately and on time.

Key Responsibilities:

• Evaluate operational and strategic risksacross departments and programs to identify potential threats and opportunities

• Assess potential impacts and develop mitigation strategies and contingency plans to reduce exposure and enhance preparedness
• Analyze data to uncover emerging trends, vulnerabilities, and performance indicators that inform risk posture and operational priorities
• Prepare dashboards, reports, and executive summaries to deliver actionable insights for senior leadership and support strategic decision-making
• Collaborate with stakeholders to update and maintain risk registers, ensuring accuracy and alignment with organizational objectives
• Support the development and refinement of risk management and operational frameworks, policies, and procedures to strengthen governance and efficiency
• Provide expert recommendations to improve organizational resilience, regulatory compliance, and overall operational effectiveness
• Provide administrative support to ensure that deliveries are completed with accuracy and within established deadlines

Contract Management

• Oversee the full contract lifecycle, including drafting, reviewing, negotiating, executing, and archiving agreements
• Collaborate with legal, procurement, and other departments to ensure contracts meet organizational standards

• Maintain organized records of contracts, amendments, and related documentation
• Monitor contract performance using key indicators and ensure alignment with business plans and budgets
• Identify risks and obligations within contracts and develop mitigation strategies
• Support new initiatives by helping define scope, draft business cases, and conduct feasibility and cost-benefit analyses
• Develop and manage contract databases and decision-support tools
• Ensure compliance with privacy laws and Long-Term Care regulations
• Prepare purchase orders and procurement documents, including RFPs, in line with procurement policies
• Track contract expiration dates and coordinate the renewal or amendment process as needed
• Work with relevant parties to negotiate and finalize contract modifications
• Collaborate with procurement and Finance to ensure contractual obligations are met and address issues
• Provide regular reporting and updates to the Senior Leadership Team

Business operations and projects:

• Assist in compiling agendas, briefing notes, reports, business cases, presentations, and supporting documents for meetings and programs, including the Finance and Audit Committee

• Prepare and finalize meeting minutes for various internal and external meetings
• Provide administrative and coordination support to committees and leadership team
• Manage enterprise-wide workflows, monitor performance, and implement process improvements
•  Investigate root causes and collaborate with cross-functional teams to recommend operational enhancements
• Develop and implement standardized operational frameworks, KPIs, and reporting tools to improve efficiency and alignment
• Use predictive analytics and performance dashboards to track KPIs, optimize resources, and identify trends
• Support projects and initiatives related to legal, privacy, and enterprise risk management
• Support the development of business plans and revenue generation strategies to drive ongoing growth and sustainability across the organization
• Perform other duties as assigned to support business operations

Privacy Management

• Stay abreast of privacy laws and regulations, including HIPAA, and ensure the PCH's policies align with Long Term Care privacy requirements

Collaborate with legal and compliance teams to address specific Long Term Care privacy concernsConduct privacy impact assessments (PIAs) for new projects, systems, or processes, emphasizing the unique privacy considerations in resident careWork closely with project teams to integrate privacy measures that align with resident care goals

Risk Management

• Conduct comprehensive risk assessments to identify hazards, vulnerabilities, and exposures within the long-term care home environment
• Evaluate the likelihood and impact of identified risks on residents, staff, property, and operations
• Track, monitor, and report on action plans resulting from risk and control reviews using Enterprise Risk Management (ERM) tools
• Coordinate with departments to ensure timely and accurate updates to risk reporting and documentation
• Collect, analyze, and interpret data on incidents, accidents, near-misses, and other risk factors to identify trends, patterns, and root causes
• Apply statistical analysis and risk modeling techniques to quantify risk exposures and evaluate their potential impact on the organization

Risk Identification and Reporting:

• Collaborate with departmental managers and staff to identify and report risks, hazards, and compliance gaps across operations
• Prepare risk assessment reports, presentations, and dashboards to communicate key findings, trends, and recommendations to senior management and stakeholders
• Document operational risk incidents, analyze root causes of loss events, and review action plans to address process or control weaknesses

Risk Mitigation Strategies:

• Develop and recommend risk mitigation strategies, controls, and preventive measures to reduce the likelihood and impact of identified risks
• Collaborate with cross-functional teams to implement risk management policies, procedures, and best practices across the organization
• Track, monitor, and report on action plans resulting from risk and control reviews using Risk Management tools

Regulatory Compliance:

• Stay current with regulations and standards related to healthcare safety, infection control, fire safety, and emergency preparedness
• Monitor regulatory changes, conduct audits, and provide guidance to ensure ongoing compliance
• Support team members and internal functions with compliance-related tasks and initiatives

Incident Investigation and Analysis:

• Analyze incident data to identify trends, root causes, and areas for improvement
• Recommend corrective and preventive actions to address systemic issues and reduce future risk
• Prepare summary reports and provide timely updates to the Senior Leadership Team (SLT)

Qualifications:

• Post-secondary diploma or degree in Business Administration, Risk Management, Public Administration, or a related field

• Proven experience in risk analysis, operational planning, compliance, or risk management—preferably in healthcare or long-term care settings
• Strong analytical and problem-solving skills, with the ability to interpret complex data, identify trends, and deliver actionable insights
• Proficiency in data analysis and visualization tools (e.g., Excel, Power BI, Tableau) and risk management software
• Knowledge of risk assessment methodologies, statistical techniques, and risk modeling tools
• Familiarity with regulatory requirements related to healthcare safety, infection control, fire safety, and emergency preparedness
• Excellent communication, writing, and interpersonal skills, with the ability to prepare briefing notes and collaborate across departments
• Ability to work independently, manage multiple priorities, and thrive in a dynamic environment
• Commitment to continuous learning and professional development in the field of risk management
• Demonstrated ethical conduct, integrity, and professionalism in all aspects of work

• Demonstrated ability to deliver detailed orientation and ensure tasks are completed with precision and timeliness

Pay Range - $68,000 - $85,000